Payments · Excel · CSVSquare Statement to Excel Converter
Turn Square sales and transfer report PDFs into a clean Excel workbook. FlowParse reads each part of the report — sales, refunds, fees, adjustments, amounts held back and the transfers to your bank — and puts each on its own sheet with the report's own columns, plus a summary sheet with the seller or location ID, period, currency, gross figure and net deposit where the report prints them.
Scanned or digital · multi-page · every line preserved · review before export
From a Square PDF to a working spreadsheet
A fictional sample document converted by the same engine you get — flip through the source PDF and every export format, or download the files themselves.
If you can log in to the Square Dashboard, start there: under Reporting, every report exports as CSV, which opens in Excel directly. This converter is for the other case — when what you have is the PDF. An accountant whose client forwards a monthly summary, a bookkeeper handed a printed report, or anyone holding statements from a closed account ends up with the same problem: the numbers are on the page, not in a spreadsheet.
Upload the PDF, check the editable preview and download Excel or CSV. Before export, the sections are added up and compared with the deposit the report prints, so a missed line shows up before it reaches your books.
AI extraction, no templates
Reads this layout with no per-provider setup.
Labelled by type
Trades, income, transfers and fees kept distinct.
Every field preserved
Date, description, amount and every detail, 1:1.
Totals checked
Line items tie back to the statement summary.
What FlowParse extracts from a Square report
A Square report is not one table. A sales summary walks from gross sales down to net total; a transfer report lists each deposit with the sales, refunds and fees inside it. FlowParse keeps that structure instead of flattening it into one long list.
The workbook opens on a Summary sheet with the seller or location ID, the period, the currency, and the gross and net figures where the report prints them. After that comes one sheet per kind of section — Sales, Refunds, Fees, Adjustments, Transfers — each keeping the report's own column headings in the same order, so the spreadsheet reads like the PDF.
| Field | Captured in the export |
|---|---|
| Summary sheet | Seller or location ID, statement period, currency, gross figure and net deposit, as printed |
| Sales | Card payments and collected amounts, with the report's own columns (date, description, gross, fee, net…) |
| Refunds | Refunds and returns, kept as their own sheet |
| Fees | Processing fees — and the 1.95% charge when a transfer was sent instant or same-day |
| Adjustments & holds | Disputes, corrections and any amounts Square held back |
| Transfers | The deposits to your bank account — the figures to tick off against the bank statement |
Why gross, fee and net matter for sellers
The money customers pay is not the money that arrives in your bank. Square deducts its processing fee from every payment, refunds come out of the balance, and one deposit bundles a whole day or more of sales. Recording only the net deposit understates revenue and hides an expense.
With gross, fee and net kept as separate columns, your books can show the full sales revenue, the fees as an expense and the net figure that ties to the bank deposit — the way payment income should be recorded rather than collapsed into one number.
New to this? Read the guide on how to extract transactions from a PDF.
From PDF to clean data in three steps
1 · Upload the PDF
Drop one statement or many — digital or scanned, any number of pages.
2 · AI extracts & labels
Every line is read, labelled by type, amounts signed, weak pages retried.
3 · Review & export
Check the editable preview, then download Excel, CSV, QBO, OFX or Xero.
Convert to the format you actually need
The same extraction powers every export, so you only convert once and choose the output your next tool expects — a spreadsheet to analyse, a CSV for tax software, or a bank-feed file for your accounting tool.
| Format | Best for |
|---|---|
| Excel (.xlsx) | Analysis, totals and tax prep — clean line-item sheet |
| CSV | Importing into any tool, tax software or spreadsheet |
| .QBO / .OFX | QuickBooks & other accounting tools (cash activity) |
| Xero CSV | Xero's import & reconciliation |
Related: PDF to CSV, Bank Statement to Excel, Xero.
Reconcile deposits to your bank
Each Square transfer is a single deposit on your bank statement. The Transfers sheet lists them with dates and amounts, so you can tick them off against the bank one by one.
If a deposit does not appear on the day you expect, check the calendar first: standard transfers arrive the next business day, payments taken after 5 PM PT roll into the following transfer, and Friday takings can post on Monday morning.
Square to Excel, CSV or your accounting tool
The same extraction powers every export. Take your Square data to Excel for sales and fee analysis, CSV for another spreadsheet or tool, or .QBO, .OFX and Xero CSV to post it into your books.
It fits whether you are a seller reconciling your own deposits, a bookkeeper recording client revenue correctly, or an accountant closing the month.
Consolidate a year of Square statements
With Smart Merge you can upload a year of monthly Square PDFs and combine them into one workbook, with duplicate detection across overlapping reports and a source reference on every row so each figure can be traced back to its report.
That turns twelve reports into one reconciliation-ready file instead of twelve separate downloads.
Square's own export or a converter: which one you need
Square already lets you download your data. In the Dashboard under Reporting, the Sales summary, Transactions and Transfers reports each take a custom date range and export as CSV — a format Excel opens directly. If you can log in, that is the fastest route to a spreadsheet, and the Transactions CSV is the most complete line-level record Square offers.
A PDF converter is for when the CSV is out of reach. The account belongs to a client who forwards a monthly summary. The business changed hands or the account was closed, and only saved reports remain. A bookkeeper received a printed report, or a document pack for an audit. In each case the data exists only on the page, and retyping it is where mistakes start.
| Your situation | Best route | Why |
|---|---|---|
| You can log in to the Square Dashboard | Export the report as CSV and open it in Excel | Complete data, straight from the source |
| You have the PDF, not the login | Convert the PDF with FlowParse | Rebuilds each section as a sheet, checked against the deposit |
| You need every transaction line | Transactions CSV from the Dashboard | The summary PDF prints totals, not every payment |
| You need it in QuickBooks or Xero | Convert, then download .QBO, .OFX or Xero CSV | Same data, ready to import |
| A year of monthly PDFs | Convert all and combine with Smart Merge | One workbook, a source reference on each row |
Reading a Square sales summary: gross sales to net total
Square's sales summary is a ladder, and knowing the rungs saves a lot of confusion when the spreadsheet is open. Gross sales sits at the top. Returns, discounts and comps come off to give net sales. Taxes, tips and gift card sales sit on top of that — money collected, but not sales revenue. Total collected is what customers actually handed over, and net total — total collected minus Square's fees and other withholdings — is the figure closest to what lands in the bank.
Two figures on that ladder trip people up. Gross sales is not what you were paid: it excludes tax and tips but has not yet had fees taken off. And total collected is not revenue: it includes the sales tax you owe on to the tax office and the tips that belong to staff. Books that treat either figure as income are wrong in both directions at once.
The sales view and the money view also do not tie by one subtraction. Square's sales reports count by when the sale happened; the transfers to your bank batch by the transfer schedule. A refund given this week against last week's sale, or a Friday evening rush that pays out on Monday, will make the same period's sales and deposits differ for perfectly good reasons.
| Line | What it means | In your books |
|---|---|---|
| Gross sales | Sales before returns, discounts and comps; excludes tax and tips | Revenue, before adjustments |
| Net sales | Gross sales − returns − discounts & comps | Revenue |
| Taxes & tips | Collected on top of sales | Liabilities — owed to the tax office and to staff |
| Total collected | What customers actually paid | Not a revenue figure |
| Fees | Square's processing fees | An expense |
| Net total | Total collected − fees − other withholdings | The figure that ties to bank deposits |
How the deposit check works
A payment report always implies one sum, even when it does not print it as an equation: what came in, minus what went back out and what was deducted, equals what was paid to the bank. FlowParse uses that sum as its check.
Each section is added up with the sign its kind implies. Sales and adjustments add; refunds, fees and held amounts subtract. The result is compared with the Transfers section when the report has one, or with the net deposit printed on the report. The two have to agree within the larger of 0.02 or 0.1% of the deposit.
An example: card sales of 8,412.50, refunds of 186.00, fees of 243.96 and an adjustment of +12.40 add up to 7,994.94. If the Transfers section shows deposits totalling 7,994.94, the check passes. If it shows 8,180.94, something is missing — often a refund line that sat on another page — and the preview tells you before the file is downloaded. When a report prints only sales totals with nothing to compare against, the check reports that it could not be verified rather than passing.
Why the deposit is smaller than the sales: Square's fees
Every Square payment arrives net of a processing fee, and the rate depends on how the card was taken, not just on how much was sold. On Square's standard US pricing, a tapped or dipped card in person costs 2.6% + 15¢; the same card typed into an online checkout or an invoice costs 3.3% + 30¢; keyed-in and card-on-file payments cost 3.5% + 15¢; and an invoice paid by ACH bank transfer costs 1% with a $1 minimum. Square's paid plans lower some of these rates, and pricing differs by country.
That mix is why the fee line on a statement is never a flat percentage of sales. A café that takes everything in person and a contractor who invoices online can have identical takings and visibly different fees. Getting the transfer sooner costs extra too: Square's same-day and instant transfers carry a 1.95% charge per transfer on top of processing fees, which shows up as a smaller deposit rather than a separate bill.
Keeping the fee column separate in Excel is what makes all of this visible. One quick sanity check after converting: divide total fees by total card sales. If the blended rate looks far from the rates you expect, look for keyed-in payments, instant transfer charges or disputes in the adjustments sheet.
Recording Square in your books
The common mistake is to book each Square deposit as revenue. That puts a net figure in sales, leaves fees out of expenses, loses the split between sales, tax and tips, and makes refunds disappear. Most bookkeepers treat Square as a clearing account instead: money comes in at gross, fees and refunds go out of it, and transfers move the remainder to the bank.
- Net sales → revenue, credited from the Square clearing account
- Sales tax collected → a liability, not income
- Tips → a liability owed to staff
- Square fees (and any instant-transfer charges) → an expense such as merchant fees
- Refunds → a reduction of revenue (or a refunds account)
- Disputes and adjustments → their own line, so they can be followed up
- Transfers → a movement from the Square clearing account to the bank account
- Whatever stays in the clearing account at month end should equal the balance still with Square
A monthly Square-to-Excel routine
A repeatable monthly pass takes fifteen minutes once the pattern is set, and it is the same pass whether the source is a Dashboard CSV or a converted PDF:
- Get the month's report — CSV from Reporting if you have the login, the PDF through FlowParse if not
- Check the deposit check in the preview before downloading the workbook
- Post net sales, tax, tips, fees and refunds from the section sheets — not one lump sum
- Tick each line on the Transfers sheet off against a deposit on the bank statement
- Carry anything still undeposited at month end as the Square clearing balance
- Save the report and the workbook together as that month's evidence
Working from a client's Square reports
Accountants usually meet Square the hard way: a client forwards whatever the Dashboard showed them, each month in a slightly different shape. Ask for the same report every month — a sales summary and a transfer report together cover revenue, fees and deposits — and for whole months, so nothing falls between the gaps. If the client is willing, Square's team permissions can give you limited Dashboard access of your own, which is the cleaner long-term setup.
Until then, the PDFs plus the deposit check give you figures you can stand behind: the check catches a page that did not convert cleanly, and the Transfers sheet ties what Square says it sent to what the bank says it received.
When the numbers do not tie
Most differences between a Square report, the spreadsheet and the bank come from a short list of causes:
| What you see | Usual cause | What to do |
|---|---|---|
| A deposit is on the report but not on the bank statement that day | Standard transfers arrive the next business day; payments after 5 PM PT roll a day later | Look a business day or two ahead on the bank statement |
| Friday's takings are missing until Monday | Weekend sales ride along with Square's transfer schedule | Match the Monday deposit to Friday–Sunday sales |
| The deposit is 1.95% smaller than expected | The transfer was sent instant or same-day, which carries a 1.95% charge | Book the charge as a fee, not a sales shortfall |
| One day's sales arrive as several deposits | Same-day transfers cap at $10,000 each; larger balances split | Match the deposits as a group to the day's sales |
| A large payment is missing from the day's deposit | Payments over $10,000 travel separately in 1–2 business days | Find it as its own later deposit |
| Fee total looks too high for the sales | Keyed-in or online payments at higher rates, or instant-transfer charges | Check the fee column by payment type before assuming an error |
| Sections do not add up to the deposit | A line was missed, or a section continues on another page | Check the preview; correct or re-upload the full PDF |
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